ROLE OVERVIEW:

• The Admin Assistant is a multifaceted role supporting the Chief of Staff on administrative, office operations, and HR tasks, while also offering support to other members of senior management. This individual must be highly organized, detail-oriented, and capable of managing multiple tasks while maintaining discretion and confidentiality.

KEY ROLES AND RESPONSIBILITIES:

• Office Operations & Administration:
• Ensure the office remains organized, clean, and fully stocked with necessary supplies.
• Manage and support office operations, ensuring all offices are maintained to the highest standard. Support and manage supplier management for office services such as DEWA, EMPOWER, DU, etc.
• Guest management – welcoming guests, arranging parking, getting coffees, ensuring guests are situated in meeting rooms, etc.
• Coordinate all/any company travel arrangements, including staff bookings and travel visa applications.
• Support with the organization of company events, including meetings, staff parties, and company socials.
• Assist in managing company-wide meetings, preparing agendas, and taking minutes.
• Support on any other requests or operational needs from the team, contributing to smooth office operations.
• HR & Staff Administration:
• Assist in the coordination of employment visa applications for staff in collaboration with HR and PRO.
• Provide administrative support for HR functions.
• Handle various HR administrative tasks and documentation as required.
• Personal Assistance:
• Provide administrative support to senior members of the team, managing their schedules, appointments, printing, etc.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, and itineraries.
• Provide reminders for important deadlines and commitments while adapting to changing priorities.
• General Support:
• Maintain a high level of organizational and time management skills to handle the varied demands of the role.
• Adapt to changing priorities, working well under pressure to support the needs of both the senior team and the wider organization.
• Demonstrate a proactive approach to office-related tasks to ensure smooth operations across all aspects of the company.

REQUIRED SKILLS & QUALIFICATIONS:

• Strong organizational and time management abilities.
• Excellent communication and guest management skills.
• HR administrative support, including visa coordination.
• Experience with supplier and vendor management.
• Event coordination and travel booking expertise.
• Adaptability to shifting priorities and changing demands.
• Problem-solving and proactive approach to tasks.
• High attention to detail and confidentiality in handling sensitive information.
• Ability to work independently and in a collaborative team environment.
• Bachelor’s degree in Business Administration or related field.
• Minimum 3 years of experience in office administration, HR support, or personal assistance roles.

SALARY & BENEFITS:

• Competitive Salary.
• 22 working days (+ public holidays) holidays.
• Health Insurance.
• Office hours: Monday to Friday, 09:00 – 18:00.